Plan International NGO Careers – Sponsorship Coordinator

Organization: Plan
Duty Station: Uganda
Reports to: Programme Unit
About Plan:
Founded 75
years ago, Plan International is one of the oldest and largest children’s
development organizations (NGOs) in the world. We work in 50 developing countries
across Africa, Asia and the Americas to promote child rights and lift millions
of children out of poverty. Plan’s vision is of a world in which all children
realize their full potential in societies that respect people’s rights and
dignity. Plan is independent, with no religious, political or governmental
Job Summary:  The Sponsorship Coordinator will take the
overall responsibility for coordinating the translation of sponsorship strategies
into practical actions; sharing of good practices and ensuring that the
sponsorship unit is efficient and effective in the designated Program Area
through stability and growth.
Key Duties and Responsibilities: 
Production of Quality Sponsorship Communications in line with Child Centered
Community Development (CCCD) and sponsorship commitments:
Ensure that the communication production is
participatory and reflects the children’s voice.
Ensure that sponsorship communication is educative
to both the internal (children from where this information is generated) and
external recipients (Sponsors and other users).
Ensure that sponsorship items are of high quality,
positive, engaging and real.
Work in liaison with the Program Unit Manager (PUM)
to ensure that there are no backlogs both in the field and at the office.
Send production reports and a list of pending
communications to Program Unit Managers every Monday.
Ensure that sponsored child communication delay
reports are verified and tracked in ChildData.
Ensure accuracy of information, timely and proper
dispatch of items to National organizations.
Regularly review the quality of items each month
(sample from each Program Unit and staff).
Actively facilitate Community Development
Facilitators (CDFs), and Sponsorship Assistant (SAs) logistically to ensure
that sponsorship items are completed timely and accurately.
Prepare and submit Sponsorship status reports
according to the sponsorship manual.
Actively participate in the production of program
area documents and give them technical review before submitting to country
Take part in internal and external peer reviews.
Sponsorship Commitments Responsibilities:
Ensure that Plan Uganda teams at Program Area level
understand the 10 sponsorship commitments and work with them in their day to
day sponsorship and program work.
Work closely with PUM and other program staff to
ensure that Sponsored children are targeted with projects and programs.
Ensure that sponsored child benefits are tracked and
lists are shared with respective team members
Ensure that Sponsored child home visits are tracked
and records are shared with team members.
Align sponsorship and programs by sharing
programmatic issues arising from sponsorship communications, reports and home visits
with the PUM.
Caseload Management, Growth/ Enrollment:
The incumbent will facilitate awareness creation and
raising in sponsorship in particular and Plan’s work in general in new areas
Ensure that only eligible families are
enrolled-house to house
Ensure documentation of enrollment processes
In charge of developing and designing training
materials and work plan for enrollment and community awareness
Ensure that staff follow the localized enrollment
criteria in the community effectively and efficiently
Enter new enrollment into ChildData system.
Sponsor visits:
Organize sponsor visits to effectively portray a
positive image of Plan Uganda.
Confirm Sponsor visits in ChildData timely.
Sponsor visit reports are produced timely and
Ensure that customer satisfaction is consistently
Management of corporate sponsorship transactions:
Coordinate data entry in Child Data system.
Ensure that child data is properly installed and
running well.
The incumbent will also ensure that only accurate,
true and valid data is entered in child data.
Management of Gifts and VIP Communications:
Ensure that VIP Sponsorship communications are of
good quality and timely.
Ensure that all SC gifts and letters are sorted,
labelled, tracked in ChildData and distributed to CDFs within 1 week of
Ensure that SP Letters and gifts are tracked and are
accounted for using the log books used by CDFs/sponsorship committees.
Ensure that sensitive gifts are delivered by the
CDF’s and photos of SC taken.
Ensure the verification of gifts with to-do-lists
before distribution to field staff.
Ensure that the procedure regarding notification of
a cancellation and verification are followed.
Actual sponsored child cancellations are done as
Ensure that cancellation questionnaires are verified
and signed by the Program Unit Manager; and cancellations processed
Good quality cancellation and graduation memorandums
are produced and sent to Country Sponsorship Manager for review and a copy
filed on SC folder.
All SC cancellations resulting from dual sponsorship
and non-cooperation reasons are approved by the CD before they are processed.
Managing National Organisation Inquiries (NOIs)
Ensure that Sponsor and National Organisation inquiries
are forwarded to Program Unit Managers and field staff within 24 hours of each
Ensure that responses are accurate, detailed and are
sent to NOs, copied to CO within two weeks, except urgent NOIs which will be
responded to within 2 days.
No second or third Request from NOs will be
Ensure a reduction in negative NOI’s.
Ensure that coordination with National organisations
results in timely quality responses to NOI’s.
Empowerment and sustainability:
Ensure that Sponsorship committees, children, their
families and community members are properly trained to take care of 100% of
sponsorship activities.
Basing on Monitoring and evaluation reports on the
performance of sponsorship committees, conduct fresh training in areas
identified with gaps.
Send training program for staff to the Program Unit
Manager, conduct the training, or outsource trainers and report back after
delivery of the training.
Being a key Program Area Team member, the
Sponsorship Coordinator participates effectively and efficiently in planning
and decision making.
Mentor, supervise and coach staff reporting to the
Sponsorship Coordinator.
Use performance management system to evaluate
sponsorship assistants
Instill values such as teamwork, empowerment and
customer care, in staff.
Actively promote the image of Plan and maintain
appropriate official relationship with government, NGOs and other stakeholders.
Qualifications, Skills and Experience:
The Plan International Sponsorship Coordinator
should preferably hold a University Degree in social sciences, management,
education, development studies or any child-centered related field.
Possession of a Post-graduate training in a related
A minimum of five  years’ experience in development and
Detailed knowledge and understanding of  program issues.
Broad knowledge and interest in addressing children,
family and community development issues.
Highly result oriented person.
Exceptional analytical, negotiation and problem
solving skills in a busy working environment.
Computer literacy i.e. proficiency in the use of MS Word,
Excel and PowerPoint and experience in data management systems.
Excellent communication skills, flexibility,
enthusiasm and pro-activity.
Excellent strategic planning and interpersonal
Strong facilitation skills.
Flexible to fit in and around the competing demands
of the job.
Very good and positive work ethic and willing to
invest extra time to achieve results.
Good team work abilities.
Ability to deliver results with minimal supervision.
The incumbent should have the ability to mentor and
coach others.
Excellent organizational skills.
How to Apply:
All suitably
qualified candidates should send their letters of application, together with
updated CVs, contact telephone numbers, copies of relevant certificates, names
and contact details of three references plus salary history and send to:
The Country
Human Resources Manager,
Plan Uganda
Email to:
NB: As a child
centered development organization, Plan strives to ensure that children are
kept safe in all the areas we operate. The organization further has a Child
Protection Policy that every staff is required to sign. Potential candidates
will be required to provide information confirming whether or not they have
ever been convicted of any child abuse crimes.
Deadline: 28th August, 2015
Please consider
your application unsuccessful in case you do not hear from us by 28th
October, 2015
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